Professional Documents
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Embassy Jakarta
Notice of Funding Opportunity (NOFO)
PAS-ID-FY2017-0001
Executive Summary: The Public Affairs Section of the U.S. Embassy in Jakarta announces an
open competition for a cooperative agreement to develop and implement a six-day workshop
(inclusive of arrival and departure days) in Indonesia on preventing and combatting marine
debris in the seas of Southeast Asia for the Young Southeast Asian Leaders Initiative (YSEALI),
contingent on funding availability.
A. PROJECT DESCRIPTION
Background: The 2018 YSEALI Regional Workshop: Preventing and Combatting Marine
Debris in the Seas of Southeast Asia will bring together 60-80 YSEALI members from all ten
member countries of the Association of Southeast Asian Nations (ASEAN): Brunei, Burma,
Cambodia, Indonesia, Malaysia, Philippines, Laos, Singapore, Thailand, and Vietnam. Building
on the momentum created by prior public, private, and civil society activities around the topic of
marine debris in Indonesia, especially the October 2017 Indonesia Marine Debris Summit, this
regional workshop will engage YSEALI members in the lead-up to the 2018 Our Oceans
conference to be held in Bali, Indonesia. This sustainable development themed workshop will
educate and engage participants on the challenges to economic growth, sustainable development,
and public health posed by marine debris with an emphasis on policy, technical, and civil society
solutions, or paths to solutions, for the most serious problems.
Objective: The goal of this program is to build on the enthusiasm of youth from all 10 ASEAN
countries who are already concerned about the challenges marine debris poses to their
communities and encourage them to work together to come up with innovative, wider-ranging
solutions in their communities.
Audience: Participants will be registered YSEALI members 18-25 years old from each of the 10
ASEAN member countries who have demonstrable interest in sustainable development issues or
natural resource management, whether through paid employment, volunteer work, unpaid
internships, or coursework, and who show promise in becoming socially active in effecting
positive change in their communities. All participants must be proficient in written and spoken
English. They may have attended YSEALI events and some may be familiar with collaboration
on projects across borders. Candidates should outline a potential project in their community to
help prevent and/or combat ocean trash. Sustainable Development Project should be
interpreted broadly to include, but not be limited to, an activity they are involved with that has a
direct positive effect on sustainable economic growth; or an activity or organization they are
involved with that seeks to improve sustainable economic growth on a broader scale or over a
longer period of time, or seeks to change public policy, or public discourse. U.S. embassies in
each of the 10 ASEAN member countries will advertise the opportunity to registered YSEALI
members and select the final participants from each country.
Timeline: The successful applicant will be notified prior to September 30, 2017. The
recipient should then begin to develop the six-day workshop and conduct it in August 2018.
Working closely with U.S. Embassy Jakarta and the U.S. Department of States Bureau of East
Asian and Pacific Affairs Office of Public Diplomacy, the Recipient shall develop a robust
program for the workshop, schedule the event for a mutually agreed upon location in Indonesia,
develop the agenda and content for each of the sessions, recruit speakers and mentors, manage
all travel logistics for participants and speakers, and generate content for social media and other
publicity.
Organizations (see C. Eligibility Information) are invited to submit a proposal that describes how
each of the following activities will be administered:
Before submitting a proposal, all applicants are strongly encouraged to consult with the Grants
Officers in PAS Jakarta, Karen Schinnerer at SchinnererK@state.gov.
U.S. Embassy Jakarta anticipates funding this program with FY17 Public Diplomacy funding.
Subject to the availability of funds, one successful application will be funded.
U.S. Embassy Jakarta may issue one or more awards resulting from this NOFO to the
applicant(s) whose application(s) conforming to this NOFO are the most responsive to the
objectives set forth in this NOFO. The U.S. government may (a) reject any or all applications,
(b) accept other than the lowest cost application, (c) accept more than one application, (d) accept
alternate applications, and (e) waive informalities and minor irregularities in applications
received.
The U.S. government may make award(s) on the basis of initial applications received, without
discussions or negotiations. Therefore, each initial application should contain the applicant's best
terms from a cost and technical standpoint. The U.S. government reserves the right (though it is
not under obligation to do so), however, to enter into discussions with one or more applicants in
order to obtain clarifications, additional detail, or to suggest refinements in the project
description, budget, or other aspects of an application.
Applications should request no more than $200,000. Applicants should include an anticipated
start date on or about October 1, 2017 and the period of performance should be 12 months.
1) Approval of the Recipients work plans, including: planned activities, travel plans,
planned expenditures, event planning, and changes to any activity to be carried out under
the cooperative agreement;
2) Approval of sub-award Recipients, if any, concurrence on the substantive provisions of
the sub-awards, and coordination with other cooperating agencies;
3) Selection of program participants;
4) Other approvals that will be included in the award agreement.
C. ELIGIBILITY INFORMATION
U.S. Embassy Jakarta welcomes applications from U.S.-based and foreign non-profit
organizations/nongovernment organizations (NGO); and U.S. and foreign private, public, or state
institutions of higher education. For-profit entities are not eligible to apply. Successful
applicants will demonstrate strong linkages with an Indonesia-based partner organization.
C.3 Other
Any applicant listed on the Excluded Parties List System in the System for Award Management
(SAM) (www.sam.gov) is not eligible to apply for an assistance award in accordance with the
OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR,1986 Comp., p.
189) and 12689 (3 CFR,1989 Comp., p. 235), Debarment and Suspension. Additionally no
entity listed on the Excluded Parties List System in SAM can participate in any activities under
an award. All applicants are strongly encouraged to review the Excluded Parties List System in
SAM to ensure that no ineligible entity is included.
Applicants can find application forms, kits, or other materials needed to apply on
www.grants.gov and on the U.S. Embassy Jakarta website under the announcement title The
2018 YSEALI Regional Workshop: Combatting and Preventing Marine Debris in the Seas of
Southeast Asia funding opportunity number PAS-ID-FY2017-0001. Please contact the point of
contact listed in section G if requesting reasonable accommodations for persons with disabilities
or for security reasons. Please note: reasonable accommodations do not include deadline
extensions.
2. Table of Contents (not to exceed one [1] page in Microsoft Word) that includes a
page numbered contents page, including any attachments.
3. Executive Summary (not to exceed two [2] pages in Microsoft Word) that includes:
a) Name and contact information for the projects main point of contact;
b) The total amount of funding requested and project length; and
c) A statement of work or synopsis of the project, including a concise breakdown of
the projects objectives, activities, and expected results.
4. Proposal Narrative (not to exceed ten [10] pages in Microsoft Word). Please note the ten
page limit does not include the Table of Contents, Executive Summary, Attachments,
Detailed Budget, Budget Narrative, or Negotiated Indirect Cost Rate Agreement
(NICRA). Applicants are encouraged to submit multiple documents in a single Microsoft
Word or Adobe file, (i.e., Table of Contents, Executive Summary, and Proposal Narrative
in one file).
5. Detailed Line-Item Budget (in Microsoft Excel) that includes three [3] columns including
the request to U.S. Embassy Jakarta, any cost sharing contribution, and total budget (see
below for more information on budget format). A summary budget should also be
included using the OMB approved budget categories (see SF-424A as a sample). Costs
must be in U.S. dollars. Detailed line-item budgets for sub-awardees should be included
in additional tabs within the excel workbook.
6. Budget Narrative (in Microsoft Word) that includes substantive explanations and
justifications for each line item in the detailed budget spreadsheet, as well as the source
and a description of all cost-share offered. For ease of review, U.S. Embassy Jakarta
recommends applicants order the budget narrative as presented in the detailed budget.
Note:
Personnel costs
Personnel costs should include a clarification of the roles and responsibilities of key staff,
base salary, and percentage of time devoted to the project. The budget narrative should
provide additional information that might not be readily apparent in the detailed-line item
budget, not simply repeat what is represented numerically in the budget, i.e. salaries are
for salaries or travel is for travel.
7. Attachments:
a) Information about the team of people who would execute the work, with
descriptions of the experiences and skills of each and his/her role in the bidders
organization and in the team.
b) Description of experience in and/or ties with organizations in other Southeast
Asian countries, or international expertise, and a description of prior experience in
similar programming.
c) Monitoring and Evaluation Plan
d) Timeline of the overall proposal. Components should include activities,
evaluation efforts, and project closeout.
e) Additional optional attachments: Attachments may include further timeline
information, letters of support, memorandums of understanding/agreement, etc.
Letters of support and MOUs must be specific to the projects implementation (e.g.
from proposed partners or sub-award recipients) and will not count towards the
page limit.
8. If your organization has a NICRA and includes NICRA charges in the budget, your latest
NICRA should be included as a .pdf file. This document will not be reviewed by the
panelists, but rather used by project and grant staff if the submission is recommended for
funding and therefore does not count against the submission page limitations. If your
proposal involves sub-awards to organizations charging indirect costs, please submit the
applicable NICRA also as a .pdf file. If your organization does not have a NICRA per 2
CFR 200. 414(f) the organization can elect to charge the de minimis rate of 10% of the
modified total direct costs as defined in 2 CFR 200.68. The budget narrative should
indicate what costs will be covered using the 10% de minimis rate.
Please note: U.S. Embassy Jakarta retains the right to ask for additional documents not included
in this NOFO. Additionally, to ensure all applications receive a balanced evaluation, the U.S.
State Department Review Panel will review the first page of the requested section up to the page
limit and no further.
Additional information that successful applicants must submit after notification of intent to make
a Federal award, but prior to issuance of a Federal award, may include:
1) Written responses and any revised application documents addressing any conditions or
recommendations from the Review Panel;
2) Other requested information or documents included in the notification of intent to make a
Federal award or subsequent communications prior to issuance of a Federal award.
D.3 Unique Entity Identifier and System for Award Management (SAM)
The Unique Entity Identifier (UEI) is one of the data elements mandated by Public Law 109-282,
the Federal Funding Accountability and Transparency Act (FFATA), for all Federal awards.
SAM is the Federal government's primary database for complying with FFATA reporting
requirements. OMB designated SAM as the central repository to facilitate applicant and
recipient use of a single public website that consolidates data on all federal financial assistance.
Under the law, it is mandatory to obtain a UEI number and register in SAM.
SAM requires all entities to renew their registration once a year in order to maintain an active
registration status in SAM. It is the responsibility of the applicant to ensure it has an active
registration in SAM and to also maintain its active registration in SAM.
No entity listed on the Excluded Parties List System in SAM is eligible for any assistance or can
participate in any activities in accordance with the OMB guidelines at 2 CFR 180 that implement
Executive Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3 CFR Part 1989 Comp.,
p. 235).
U.S. Embassy Jakarta may not make a Federal award to an applicant until the applicant has
complied with all applicable UEI and SAM requirements and, if an applicant has not fully
complied with the requirements by the time U.S. Embassy Jakarta is ready to make an award,
U.S. Embassy Jakarta may determine that the applicant is not qualified to receive a Federal
award and use that determination as a basis for making a Federal award to another applicant.
Applications are due no later than 11:30 p.m. Eastern Standard Time (EST), on September
15 by email to YSEALIjkt@state.gov under the announcement title The 2018 YSEALI
Regional Workshop: Preventing and Combatting Marine Debris in the Seas of Southeast
Asia funding opportunity number PAS-ID-FY2017-0001. Please attach proposals and
required forms in Microsoft Word or .pdf format to an email with The 2018 YSEALI
Regional Workshop: Preventing and Combatting Marine Debris in the Seas of Southeast
Asia_Your Organizations Name in the subject line.
Submission via email will automatically log the date and time an application submission is made,
and the Department of State will use this information to determine whether an application has
been submitted on time. Late applications are neither reviewed nor considered unless the U.S.
Embassy Jakarta point of contact listed in section G is contacted prior to the deadline and is
provided with evidence of system errors outside of the applicants control and is the sole reason
for a late submission. Applicants should not expect a notification upon U.S. Embassy Jakarta
receiving their application.
If ultimately provided with a notification of intent to make a Federal award, applicants typically
have two to three weeks to provide additional information and documents requested in the
notification of intent. The deadlines may vary in each notification of intent and applicants must
adhere to the stated deadline in the notification of intent.
U.S. Embassy Jakarta will not consider applications that reflect any type of support for any
member, affiliate, or representative of a designated terrorist organization. No entity listed on the
Excluded Parties List System in SAM is eligible for any assistance.
Federal awards generally will not allow reimbursement of pre-Federal award costs; however, the
grants officer may approve pre awards cost on a case by case basis. Generally, construction
costs are not allowed under U.S. Embassy Jakarta awards.
D.6 Other
It is the responsibility of the applicant to ensure that an application has been received in its
entirety. U.S. Embassy Jakarta bears no responsibility for applications not received before
the due date or for data errors resulting from transmission.
Applicants must follow all formatting instructions in the applicable solicitation and these
instructions.
E.1 Criteria
Evaluators will judge each application individually against the following criteria, listed below in
order of importance, and not against competing applications.
Cost Effectiveness
U.S. Embassy Jakarta strongly encourages applicants to clearly demonstrate project cost-
effectiveness in their application, including examples of leveraging institutional and other
resources. However, cost-sharing, or other examples of leveraging other resources are not
required and do not need to be included in the budget. Inclusion of cost-sharing in the budget
does not result in additional points awarded during the review process. Budgets however should
have low and/or reasonable overhead and administration costs and applicants should provide
clear explanations and justifications for these costs in relation to the work involved. All budget
items should be clearly explained and justified to demonstrate its necessity, appropriateness, and
its link to the project objectives.
Please note: If cost-share is included in the budget then the recipient must maintain written
records to support all allowable costs that are claimed as its contribution to cost-share, as well as
costs to be paid by the Federal government. Such records are subject to audit. In the event the
recipient does not meet the minimum amount of cost-sharing as stipulated in the recipients
budget, U.S. Embassy Jakartas contribution may be reduced in proportion to the recipients
contribution.
Multiplier Effect/Sustainability
Applications should clearly delineate how elements of the project will have a multiplier effect
and be sustainable beyond the life of the grant. A good multiplier effect will have an impact
beyond the direct beneficiaries of the grant. A strong sustainability plan may include
demonstrating continuing impact beyond the life of a project.
U.S. Embassy Jakarta will provide a separate notification to applicants on the result of their
applications. Successful applicants will receive a letter via email requesting that the applicant
respond to panel conditions and recommendations. This notification is not an authorization to
begin activities and does not constitute formal approval or a funding commitment.
Final approval is contingent on the applicant successfully responding to the panels conditions
and recommendations, being registered in required systems, and completing and providing any
additional documentation requested by U.S. Embassy Jakarta. Final approval is also contingent
on final review and approval by the U.S. Embassy Jakartas warranted grants officer.
The notice of Federal award signed by the U.S. Embassy Jakartas warranted grants officers is
the sole authorizing document. If awarded, the notice of Federal award will be provided to the
applicants designated Authorizing Official via email to be counter-signed.
This award will be subject to the requirements of the Uniform Administrative Requirements,
Cost Principles and Audit Requirements for Federal Awards set forth in 2 CFR 200.
The applicant/recipient of the award and any sub-recipient under the award must comply with all
applicable terms and conditions, in addition to the assurance and certifications made part of the
Notice of Award. The Departments Standard Terms and Conditions can be viewed at
http://a.m.state.sbu/sites/OPE/FA/Tool%20Kit/Standard%20Terms%20and%20Conditions.pdf
F.3 Reporting
Applicants should be aware that U.S. Embassy Jakarta awards will require regular financial and
progress reporting. The Federal Financial Report (FFR or SF-425) is the required form for the
financial reports. Narrative progress reports should reflect the focus on measuring the projects
impact on the overarching objectives and should be compiled according to the objectives,
outcomes, and outputs as outlined in the awards Scope of Work (SOW) and in the Monitoring
and Evaluation (M&E) Statement. An assessment of the overall projects impact should be
included in each progress report. Where relevant, progress reports should include the following
sections:
A final narrative and financial report must also be submitted within 90 days after the expiration
of the award.
Please note: delays in reporting may result in delays of payment approvals and failure to provide
required reports may jeopardize the recipients ability to receive future U.S. government funds.
U.S. Embassy Jakarta reserves the right to request any additional programmatic and/or financial
project information during the award period.
G. CONTACTS
Please contact Emily Abraham in PAS Jakarta for any questions related to this announcement at
AbrahamEG@state.gov, +62-82-31-1269048.